DEFENSE LOGISTICS AGENCY 

HEADQUARTERS 

8725 JOHN J . KINGMAN ROAD 

FORT BELVOIR, VIRGINIA 22060-6221 

October 23, 2014 

MEMORANDUM FOR SUPPLY AND FINANCE PROCESS REVIEW COMMITTEE (PRC) 

MEMBERS 

SUBJECT: Approved Addendum to Approved Defense Logistics Management Standards 

(DLMS) Change (ADC) l 068B, Revised Procedures for Requisitioning via DOD 

EMALL and GSA Internet Ordering: Component Verification of Funds Availability 

(Supply/Finance/ MILSTRIP) 

The attached change to DLM 4000.25, Defense Logistics Management System, is 

approved for implementation. ADC 1068B replaces ADC 1068A in its entirety. Joint 

implementation is authorized beginning October 2014 for GSA and Army. DOD EMALL 

implementation is scheduled for third quarter fiscal year 2015. 

Addressees may direl;l 4uestions to Ms. Ellen Hilert, DOD MILSTRIP Administrator, 

703-767-0676 or DSN 427-0676, email: ellen.hilert@dla.mil; or Ms. Heidi Daverede, DOD 

MILSTRIP Alternate, 703-767-5111 or DSN 427-5111, e-mail: heidi.daverede@dla.mil. Others 

must contact their designated representative shown at: 

https://www.dla.mil/j-6/dlmso/CertAccess/SvcPointsPOC/allpoc.asp (DOD common access card 

restricted). 

Attachment 

As stated 

cc: 

ODASD (SCI) 

Cft;;l4""~~~ DONALD C. PIPP 

Director 

Defense Logistics Management 

Standards Office 
ADC 1068B, Attachment

Page 1

ADC 1068B

Revised Procedures for Requisitioning via DOD EMALL and GSA

Internet Ordering: Component Verification of Funds Availability 

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION: Global Combat 

Support System-Army (GCSS-Army): ASA-FM&C, (804) 279-8382 or CASCOM, (804) 279-

8339

2. FUNCTIONAL AREA:

a. Primary/Secondary Functional Area: Logistics and Finance

b. Primary/Secondary Functional Process: Procure to Pay

3. REFERENCES:

a. U.S. Army Audit Agency report: Management Controls Over Offline Purchases 

Audit, Report: A-2006-0136-ALL 13, dated June 2006

b. Approved DLMS Change (ADC) 1068, “Off-Line” Requisition Processing: Internet 

Ordering Application Request for Component Verification of Funds Availability and Recording 

of the Financial Obligation, October 03, 2013

c. DLM 4000.25, Volume 2, Supply, available on DLMSO Web at: 

http://www2.dla.mil/j-6/dlmso/elibrary/manuals/dlm/dlm_pubs.asp

d. DLM 4000.25, Volume 4, Finance, available on DLMSO Web as above

e. DLM 4000.25-1, Military Standard Requisitioning and Issue Procedures (MILSTRIP), 

available on DLMSO Web as above

4. APPROVED CHANGE(S):

a. Brief Overview of Change: This change is published as a replacement for ADC 

1068A to correct an oversight which caused the table associated with Paragraph 4.c(1) to 

inappropriately retain an indicator for dual routing of the FV1 Verification of Funds Availability 

Request to Army and Marine Corps systems. The intent of ADC 1068A was to eliminate dual 

routing. This correction and update to the implementation schedule are highlighted in green.

(1) This change establishes enhancements and revised routing rules for adoption 

concurrent with the implementation of the procedures for verification of funds availability 

established under ADC 1068 (Reference 3.b.) and employed by DOD EMALL and GSA 

Advantage/GSA Global for eCommerce. This change modifies requirements to:

(a) eliminate the requirement for dual routing to both Army Funds 

Control Module (FCM) and GCSS-Army,
ADC 1068B, Attachment

Page 2

(b) revise the unit of issue field on the Document Identifier Code (DIC) 

FV1 Verification of Funds Availability Request from optional to required data, and

(c) authorize a new rejection code for the DIC FV2 Verification of Funds 

Availability Reply.

(2) This change also documents a deviation from approved procedures for deobligation of funds currently in use between GSA Advantage and the Army Funds Control 

Module (FCM). Because this process is not to be perpetuated to any other systems and will be 

phased out as the Army transitions to GCSS-Army, these procedures will not be incorporated 

within the DLMS guidance, but are documented here to provide limited visibility/traceability for 

the applicable business rules. Details are documented in the background information (Paragraph 

4.b.(4)) and additional functional requirements (Paragraph 7).

b. Background:

(1) Routing. When ADC 1068 was established, the thinking was to have the 

DIC FV1 routing to both FCM and GCSS-Army if the Requisitioner was supported by GCSSArmy and the bill-to party was supported by FCM or the requisitioner was supported by FCM 

and the bill-to party was GCSS-Army. This could create an erroneous double obligation 

situation if both FCM and GCSS-Army systems created an obligation for the same requisition 

from offline ordering. As the Army moves forward with fielding GCSS-Army, the business 

process has changed and the Army will requisition through GCSS-Army and the offline systems 

with the Army’s reimbursable and direct charge process. This new process will eliminate the

need for dual routing to both FCM and GCSS-Army systems to track the offline requisitions. 

This will prevent erroneous double obligations in either one of the Army systems. 

(2) Unit of Issue: During the design phase, the GCSS-Army team determined 

that the unit of issue would be required to build the appropriate record for non-standard 

materiels. 

(3) New Rejection Code: During the design phase, the GCSS-Army found that 

the system validation to establish an obligation may encounter an error that does not correspond 

to the existing reply codes for the DIC FV2 (e.g., inclusion of a project code not valid for 

internal Army use). A non-specific rejection code is authorized to allow this code to serve 

multiple purposes for the Army and, potentially, to be used by other Services for their own 

unique validation requirements.

(4) De-obligation Procedures: GSA Advantage implemented a procedure to deobligate funds without prior coordination that is contrary to the business rules documented in 

DLMS guidance. The de-obligation process was discussed during planning for the GCSS-Army 

implementation of ADC 1068 and all participants (including GSA, DLMSO, DOD EMALL, and 

Army representatives) agree that the de-obligation process would not be incorporated within the 

approved design for DOD EMALL or other Component systems. However, since removal 

would require programming and the non-standard process will be phased out over time, it should 

be allowed to continue in use for Army FCM. All participants agreed that the existing rules 

adequately address processing for “shopping carts” containing multiple requisition lines when
ADC 1068B, Attachment

Page 3

funds are not available to successfully process all lines. The additional procedures for deobligation add an unnecessary level of complexity to the funds availability interface and will, 

therefore, not be authorized for DOD-wide implementation.

c. Approved Change in Detail:

(1) Routing: Eliminate dual routing of the DIC FV1 Funds Verification Request 

as requested during initial design of the funds verification process for Army requisitions where 

the requisitioner and the bill-to activity are supported by different Army financial systems or 

where the bill-to activity is non-Army. Under the new rule, the DIC FV1 will be directed only to 

the bill-to activity. The following table illustrates the revised transaction flows in Requisition 

Example Number 4, 6 and 7 (strike through is used to remove indicators associated with dual 

routing). 

Requisition 

Example

Number

Requisition Content Request for Funds Verification Routing

Requisitioner

w/GCSS-A

(Bill-To 

COMMRI = 

RUSAJUA)

Bill-To

w/GCSS-A

(Bill-To 

COMMRI 

= 

RUSAJUA)

FCM

Requisitioner

FCM

Bill-To

MC 

Bill-To

FV1=>

FCM

FV1=>

GCSS-A

FV1=> 

SABRS

1. Y Y X

2. Y Y X

3. Y X

4. Y Y X X

5. Y Y X X

6. Y Y X X

7. Y Y X X

(2) Unit of Issue: Revise the DIC FV1 Funds Verification Request format to 

show the unit of issue as required (rather than optional) content. 

(3) New Rejection Code: Revise the DIC FV2 Verification of Funds 

Availability Reply process to add a new non-specific rejection condition. The new code should 

read: Rejection Code 9 - Invalid data; do not process, please contact your funding organization 

or resource manager. The types of invalid data that fall within the scope of Rejection Code 9 

are:

(a) Unit of issue is not recognized,

(b) Price is not valid (zero is a valid value),

(c) Quantity is not valid (blank is NOT a valid value),

(d) Fiscal year is not valid, and

(e) Project code is not valid.
ADC 1068B, Attachment

Page 4

d. Revisions to DLM 4000.25 Manuals:

(1) Refer to Enclosure 1 for DLM 4000.25, Volume 4, Chapter 7 procedure 

revisions.

(2) Refer to Enclosure 2 for DLM 4000.25, Volume 4, Appendix 2.11 code 

revisions.

(3) Refer to Enclosure 3 for DIC FV1 format revisions.

(4) Refer to Enclosure 4 for DIC FV2 format revisions.

e. Transaction Flow: The ordering system will prepare the transmission to DLA 

Transaction Services gateway identifying the DLA Transaction Services URL (identified in the 

Web Services Description Language (WSDL) provided by DLA Transaction Services) and the 

COMMRI of the Service system to receive the transaction based upon the bill-to activity 

identified in the requisition. Under this change, it will no longer be necessary for the ordering 

system to prepare a funds verification request for two systems using two separate transactions.

f. Alternatives: None identified.

g. Proposed DLMS Change 1068A Staffing Response/Comment Resolution:

Originator Response/Comment Disposition

1. DLA Concur Noted.

2. Air Force Concur Noted.

3. Marine Corps Concur Noted.

4. Navy Concur Noted.

5. GSA Concur Noted.

6. USTRANSCOM Abstains. There is no impact to USTRANSCOM 

systems based on this change.

Noted.

5. REASON FOR CHANGE:

a. The Army Audit Agency published findings that identified material weaknesses 

related to Army “off-line” purchases. The audit highlighted the lack of timely obligations, 

established statuses, and materiel receipts in Army accountable records. In response, the Army, 

DLA, and GSA developed business rules and a middleware interface to validate customer 

information, obligation amounts, and notify suppliers if the requisition is valid to process. The 

Army is now fielding an enterprise resource program (ERP) system that performs the 

middleware functions internally. The ERP necessitates a rewrite of the business rules and 

routing for transactions to support the new ERP environment. Failure to adopt changes and 

business rules will return the Army to a material weakness for financial obligations in offline

transactions.
ADC 1068B, Attachment

Page 5

b. Documents requirements for improvements to the procedures for processing of 

verification of funds availability requests.

c. Documents implemented procedures that deviate from the approved process to provide 

an audit trail for that process.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Prevents duplicate obligation in two Army systems. It is also good 

practice to have the unit of issue for audit purposes to know whether a requisition order is for a 

box, each, etc.

b. Disadvantages: None

7. ADDITIONAL FUNCTIONAL REQUIREMENTS:

a. GSA deviation for de-obligation: GSA provided the following clarification for use 

of the de-obligation process supported by GSA Advantage and Army FCM:

(1) The de-obligation message uses all the parameters from the original 

obligation message except that the price will be negative for de-obligation and a new Message 

ID will be used. 

(2) If some of the items in a multi-item cart failed obligation and the Army 

customer chooses to re-arrange the order of items in the cart for re-obligation, previous 

obligations for the cart are de-obligated first before submitting the new obligation requests for 

the re-arranged cart.

(3) The Army user can submit a cancellation request for a requisition through 

GSA Advantage. If the original requisition has NOT been processed by the Source of Supply 

(SOS), GSA Advantage will cancel the requisition internally and submit the de-obligation to 

FCM for the cancellation.

(4) If there is a cancellation request after the original requisition was processed 

by the Source of Supply (SoS), then the SoS will send the requisition modification request to 

FCM module. GSA Advantage will not submit a de-obligation request to FCM for this scenario. 
ADC 1068B, Attachment

Page 6

b. Approved procedures (alternative to de-obligation process):

(1) With the exception of the GSA-FCM interface described above, all other 

trading partners will conform to the DLMS guidance, which prescribes the following business 

rules for multiple line item orders. These rules mirror MILSTRIP demand sequencing rules, 

except that the required delivery date is included in the criteria. When multiple line items are 

included in the customer’s “shopping cart,” they will be processed for funds verification as 

individual requisitions in succession by sequence described below, thereby allowing funds to be 

applied appropriately should there be insufficient funds for the entire “cart.” The sequence will 

be

 Priority Designator (PD),

 OSD/JCS project codes,

 Special Requirements Code 999 and PD 01-03,

 Special Requirements Code N (NMCS) (PD 01-08),

 Special Requirements Code E (ANMCS) (PD 01-08),

 Special Requirements Code 555 and PD 01-08,

 Required Delivery Date.

(2) Additionally, all cancellations will be processed by the SoS with deobligation occurring under MILSTRIP rules based upon receipt of supply status rather than 

through the funds availability interface.

8. TIME LINE/IMPLEMENTATION TARGET: 

a. Staggered implementation is authorized by internet ordering system as follows. 

(1) GSA: Routing rule update and UI requirement implemented October 22, 

2014. New Reject Code 9 will be delayed for joint implementation by GCSS-A, GSA, and DOD 

EMALL in 2015.

(2) DOD EMALL: All aspects of ADC 1068A are planned for implementation 

fourth quarter fiscal year 2015 (to coincide with FEDMALL release).

b. Other Components must establish a future requirement to adopt the funds verification 

process in support of DOD EMALL and GSA internet ordering.

9. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: Not available.

10. IMPACT:

a. New DLMS Data Elements: No new data elements are applicable to this change.

b. Changes to DLMS Data Elements: A new value is established for the funds 

verification reply code. Refer to Enclosure 2.
ADC 1068B, Attachment

Page 7

c. Automated Information Systems (AIS):

(1) Systems performing funds verification may adopt the new rejection reply 

code as needed. 

Staffing Note: Use of this reply code by the Service system is optional to preclude impact on 

the Army FCM, which is being phased out as GCSS-Army processing is rolled out to support 

Army activities.

(2) DOD EMALL and GSA Advantage

(a) Modify business rules to direct the FV1 Funds Verification Request to 

the bill-to activity only (eliminating dual routing to the requisitioner’s system when different).

(b) Recognize the new rejection reply code when returned by the Service

system.

(c) Update the FV1 format to ensure unit of issue is included.

d. DLA Transaction Services: This change eliminates dual routing, but since the 

routing designation is determined by the internet ordering system, this change does not directly 

impact DLA Transaction Services transaction processing. There may be minimal impact for the 

updated funds verification schema format.

e. Non-DLA Logistics Management Standards Publications: This change may 

impact internal operating procedures.
ADC 1068B, Enclosure 1

Page 1

Enclosure 1, DLM 4000.25, Volume 4, Chapter 7 Revisions

Revise Chapter 7, Verification of Funds Availability Web Call for Requisitions Submitted via Internet 

Ordering Applications, as shown:

C7.3. BUSINESS RULES. Business rules for processing the Verification of Funds 

Availability Request are as follows.1

C7.3.1. Ordering applications shall not send requisitions, requisition modifications, and 

requisition follow-ups to the Source of Supply (SoS) until the funds availability check is completed 

and positive confirmation is received.

C7.3.2. The Verification of Funds Availability Request shall be forwarded to the 

activity identified by the bill-to DoDAAC regardless of requisitioner or ship-to activities. Only one 

Verification of Funds Availability Request will be prepared per requisition. Army when the 

requisition identifies an Army DoDAAC in either the document number or supplemental address.

(Intervening text not shown)

C7.6.1.6. Under Component-directed procedures, requisitions may be forwarded for 

funds verification even where the requisitioner’s Component is not responsible for reimbursement to 

the SoS, e.g., a requisition with an Army requisitioner and a Navy bill-to activity. The requisitioner’s 

Component may choose to obligate funds under the requisitioner DoDAAC as a precaution. The Army 

has directed that these procedures be employed for Army requisitioners.

C7.6.1.6.1. If the bill-to DoDAAC is identified as another Component, but the 

requisitioner DoDAAC has funds available, the requisition shall be authorized for continued 

processing, the funds available balance decremented, and the applicable financial obligation 

established. Cite FV Reply Code F.

C7.6.1.6.2. If the bill-to DoDAAC is identified as another Component, but the 

requisitioner DoDAAC does not have funds available, no action shall be taken by the requisitioner’s 

financial application and the requisitioner shall be asked to confirm that correct information is used in 

the requisition and an obligation has been recorded by the bill-to Component. Cite FV Reply Code G. 

The customer may choose to continue or abort processing (subject to bill-to activity’s funds 

verification processing, when available).

 

1 Under the pilot program, Implementation is limited to an interface between DoD EMALL and GSA Advantage/GSA 

Global and the Army using Army Funds Control Module (FCM) and Global Combat Support System-Army (GCSSArmy). the A Marine Corps financial application interface is pending. Additional Component interfaces are projected 

under future phases. Refer to ADC 328 and ADC 1068/1068A.
ADC 1068B, Enclosure 2

Page 1

Enclosure 2, Funds Verification Reply Code Revisions

Revise DLM 4000.25, Volume 4, Appendix 2.11 as shown:

AP2.11. APPENDIX 2.11

FUNDS VERIFICATION REPLY CODE

NUMBER OF CHARACTERS: One

TYPE OF CODE: Alphanumeric

EXPLANATION: Identifies whether funds are available or if error precludes further 

processing.

Code Description

The following codes are acceptable for continued processing (alpha codes):

A Funds available; continue processing.

B No action; bill-to not applicable under component procedures; continue processing.

D No action due third party bill-to; continue processing.

E Funds available; duplicate message identification number; continue processing.

G No action, other component bill-to; confirm correct information and obligation has been 

recorded. If correct/confirmed, continue processing.

H No action on modifier/follow-up due to previously recorded obligation; continue processing.

Funds Verification Rejection (numeric codes):

1 Order rejected due to lack of available funds for bill-to DoDAAC; do not process.

2 Order rejected due to unauthorized bill-to DoDAAC under Component procedures; do not 

process.

3 Invalid fund code; do not process.

4 Duplicate document number or document number suffix; do not process.

5 Modifier/follow-up with different materiel identification; do not process.

6 Supply class not authorized for this requisitioner under Component procedures; do not process.

7 CAGE code not recognized by Component system; do not process. If manually entered 

recheck input; if system-populated contact help desk.

8 Fund Code update not authorized (status of supply action precludes modification); do not 

process. 

9 Invalid data; do not process, please contact your funding organization or resource manager.

1

_____________

1 Refer to ADC 1068A; implementation scheduled for 4rd quarter fiscal year 2015.
ADC 1068B, Enclosure 3

Page 1

Enclosure 3, Funds Availability Request Revisions

DIC FV1 FORMAT

VERIFICATION OF FUNDS AVAILABILITY REQUEST

Transaction Format

Data Element Data

Type

Length Required

(Yes/No)

Notes Character

Restrictions

Document 

Identifier Code 

(DIC)

a/n 3 Y Unique DIC assigned to this 

transaction.

FV1

Message 

Identification 

Number

a/n 20 Y Unique control number for the 

request. Starts with E for DoD 

EMALL; G for GSA Global, and A 

for GSA Advantage. The rest of field 

will be an incremental number.

A-Z, 0-9

Requisition 

Document 

Number 

a/n 14 Y Must be a unique document number 

(or document number/suffix, where 

applicable) with no existing 

obligation.

A-Z, 0-9

Document 

Number Suffix

a/n 1 N Applicable to referral orders only. 

Excludes alpha I, N, O, P, R, S, Y, 

and Z. 

A-Z, 0-9

Requisitioner 

DoDAAC

a/n 6 Y Service/Agency Code used to identify 

the responsible Service where Bill-to 

activity is not separately identified.2 

A-Z, 0-9

Bill-to DoDAAC a/n 6 N Service/Agency Code used to identify 

responsible Service. Populate from 

the Supplemental Address when 

signal code is B or K. 

A-Z, 0-9

Signal Code alpha 1 N When signal code is C or L, the thirdparty bill-to DoDAAC will not be 

available on-line.

Note: Third-Party Bill-to DoDAAC 

is available from DLA Transaction 

Services table based upon the Fund 

Code and the document number 

Service/Agency Code. 

A-D, J-M, W, 

X

Materiel ID 

(National Stock 

Number or Part 

Number)

a/n 32 Y Must be 13 positions if qualifier 

indicates a NSN.

Part number may be assigned by the 

manufacturer or the supplier.

A-Z, 0-9

Materiel ID Flag alpha 1 Y N or P indicating NSN or Part 

Number

N, P

 

2 Army business rules require the obligation to be established against an Army requisitioner DoDAAC when the bill-to 

activity is identified as another Component or is not available due to third party billing.
ADC 1068B, Enclosure 3

Page 2

Data Element Data

Type

Length Required

(Yes/No)

Notes Character

Restrictions

Commercial and 

Government 

Entity (CAGE) 

Code

a/n 5 N Identifies manufacturer or supplier 

when part number is used. Required 

entry for non-NSN materiel.

A-Z, 0-9

Quantity Ordered numeric 5

3 Y 0-9

Unit Price R9.2 11 Y Up to 11 positions will be transmitted 

as 9 digits dollars, explicit decimal 

point, and 2 digits cents.4 NOTE: 

The decimal point does not count as 

a character.

0-9, decimal

Unit of Issue a/n 2 N Y A-Z, 0-9

Fiscal Year numeric 4 Y Format 'CCYY' - applicable to order 

submission date; used for proper 

processing of obligations at end of 

fiscal year where requisitions 

submitted during current and prior 

fiscal years may be recorded in the 

financial application

0-9

Fund Code5a/n 2 N A-Z, 0-9

Project Code a/n 3 N A-Z, 0-9

Source of Supply 

(SoS) Routing 

Identifier Code 

(RIC)

a/n 3 Y Identifies the SoS to which the 

requisition is forwarded for 

processing.

A-Z, 0-9

Requisition 

Modifier/ Followup Flag

alpha 1 N M or F indicating requisition 

modification or follow-up; not used 

on new requisitions.

M, F

Federal Supply 

Class (FSC)

numeric 4 N Identifies the FSC for part numbered 

items. Required entry for non-NSN 

materiel.

0-9

Item description a/n 25 N Provides text name/identification for 

part numbered items. Do not include 

special characters. Required entry for 

non-NSN materiel.

A-Z, 0-9 

 

3

Field length limited to legacy MILSTRIP functionality; expanded field length will be considered for future enhancement.

4 Unit price field length is consistent with ADC 221, Communication of Unit Price and Total Price under DLMS.

5 Army Regulatory Fund Code
ADC 1068B, Enclosure 4

Page 1

Enclosure 4, Funds Availability Reply Revisions

DIC FV2 FORMAT

VERIFICATION OF FUNDS AVAILABILITY REPLY

Transaction Format

Data Element Data

Type

Length Required

(Yes/No)

Description Character 

Restrictions

Document 

Identifier Code 

(DIC)

a/n 3 Y Unique DIC assigned to this transaction. FV2

Message 

Identification 

Number

a/n 20 Y Response will use same number as initial 

request.

A-Z, 0-9

Funds 

Verification 

Reply Code

a/n 1 Y Acceptable for Continued Processing 

(alpha codes):

A – Funds available; continue 

processing.

B – No action; bill-to not applicable 

under Component procedures; continue 

processing.

C- Reserved

D – No action due third party bill-to; 

continue processing.

E – Funds available, duplicate message 

identification number; continue 

processing.

F - Reserved

G – No action, other-Component bill-to; 

Confirm correct information and 

obligation has been recorded. If 

correct/confirmed, continue processing.

H – No action on modifier/follow-up due 

to previously recorded obligation; 

continue processing.

A, B, D, E, 

G, H, 1- 89
ADC 1068B, Enclosure 4

Page 2

Data Element Data

Type

Length Required

(Yes/No)

Description Character 

Restrictions

Funds Verification Rejection (numeric 

codes):

1 – Order rejected due to lack of 

available funds for bill-to DoDAAC; do 

not process.

2 – Order rejected due to unauthorized 

bill-to DoDAAC under Component 

procedures; do not process.

3 – Invalid Fund Code; do not process.

4 – Duplicate document number (or 

document number/suffix); do not 

process.

5 – Modifier/follow-up with different 

materiel identification; do not process.

6 – Supply class not authorized for this 

customer; do not process.

7 – CAGE code not recognized by 

Component system; do not process. If 

manually entered recheck input; if 

system-populated contact help desk.

8 – Fund Code update not authorized 

(status of supply action precludes 

modification); do not process. 

9 – Invalid data; do not process, please 

contact your funding organization or 

resource manager.

 1

_____________

1 Refer to ADC 1068A; implementation scheduled for 4rd quarter fiscal year 2015